Purchasing Guides / Referral Intake & Missing Documents

Referral Intake & Missing Documents

A purchasing guide to buying a workflow that reads referral packets, checks for missing documents and prepares an intake record for your clinic to review.

Yearly running cost

Assuming 12,000 packets a year

By hand
$30K / year
1,200 hours of work
Hosted service
$7.8K – 15.6K+ / year
This workflow
$252 / year
Machine usage only; setup, hosting and review are extra.
Referral documentsHow should referrals reach the workflow?

Upload a packet, or read new packets from an approved document source. Your team reviews every referral.

What is included

Submit an authorised referral packet. Receive extracted intake fields, source-page evidence and a missing-document checklist. Staff confirms the patient and every next action.

Start with 1 clinic, 1 specialty, 15 intake fields and 20 checklist rules. Each English packet can contain up to 10 pages and 5,000 words.

Use printed text or legible scans. Connected scope reads 1 existing document API; it does not include a new fax service or EHR integration.

Accuracy and missing itemsHow closely should it check each packet?

Get the intake details right and spot missing documents without chasing items you already have.

How the checks are measured

Proposed acceptance targets, not tested results. Your intake lead checks held-out packets against the source pages and your approved checklist.

Targets for your selected checks
What is checkedTarget
Intake fields correctCorrect values or correct missing-value labels divided by every required field across all test packets. Wrong values, omissions and blank output fail; report present and missing fields separately.≥97%
Missing requirements foundCorrectly flagged missing or unusable requirements divided by all staff-labelled missing or unusable checklist items. Unreadable pages and missing output stay in the denominator.≥95%
Missing-item flags correctConfirmed missing or unusable items divided by all items flagged. Flagging everything fails precision; returning no findings fails recall on incomplete packets.≥95%
Source references correctExtracted claims with a supporting page and correct packet identity divided by all extracted claims. Pair with field coverage so empty output cannot pass.≥98%

Missing output counts as an error. Flagging everything cannot pass precision. Conflicting patient details, unreadable pages and unsupported packets must be held visibly for staff.

These are administrative checks, not clinical triage or insurance decisions. Staff confirms identity and reviews every referral.

SpeedHow quickly should the intake draft be ready?

Choose the time to read a complete packet and prepare its draft. Staff review and document chasing take additional time.

Timing details

At least 95% of accepted packets should meet the target, up to 10 pages and 3 packets in progress. Include OCR, queueing, model calls, retries and saving the result.

Agree source polling delay separately for a watched folder. This is not time to appointment, insurance approval or treatment.

Running-cost targetHow much should each packet cost to process?

Set the machine-cost budget for reading and checking a packet. This may change the models and verification steps.

Cost details

Reference core machine cost: $0.05 – 0.11 per packet at 1,000 packets a month. Includes local OCR, model calls, retries and allocated storage and hosting.

New documents mean another run. Staff time, maintenance, vendor minimums, source-system charges and compliance work are separate. Test the cost target alongside accuracy and speed.

Patient data and environmentWhere may the documents be processed?

Choose an environment and model access your organisation has approved for the data.

Data and access requirements

Run in an existing organisation-approved cloud environment, with restricted staff access and agreed retention.

Read documents locally and send only authorised extracted text to an approved model endpoint. Confirm data terms, access and any required agreements before patient data is processed.

Start development with synthetic or appropriately de-identified samples. Your privacy and security owners must approve access, retention and required agreements before patient data is used. Local hosting alone does not establish compliance.

Any agent calling the workflow needs its own approved access boundary. Do not put patient data in this guide or the job post.

InterfaceHow should your intake team use it?

Choose a review page, your authorised staff agent or a dedicated intake agent. These are not patient-facing chatbots.

Anything else your provider should know?

Optional. Describe your specialty, document types or existing systems, without patient details.

Common questions

When should we buy this instead of a referral platform?

Use a product such as Tennr if its broader intake, communications and integrations fit your organisation. Buy this workflow when you need to own a specific document-checking step in your existing environment and can maintain its checklist.

Can it decide whether a referral is appropriate?

No. It checks documents against your approved administrative checklist. Clinical suitability, urgency and treatment decisions stay with qualified staff and existing care processes.

Can we use real patient documents?

Only after your organisation approves the environment, access, retention and relevant provider agreements. Start development with synthetic or appropriately de-identified samples. Do not paste patient data into this public guide or job post.

Will it contact patients or update our EHR?

No. The connected option reads an approved document source and prepares drafts. Staff sends follow-ups and updates records through existing systems; further integrations need their own scope.

What if pages are unreadable or belong to different patients?

The packet is held visibly for staff rather than guessed, merged or silently dropped. Difficult handwriting, clinical images and new document types need separate evaluation and pricing.

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